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Providence Health & Services Senior Executive Assistant in Mission Hills, California


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Providence is calling a Senior Executive Assistant to Medical Staff Services (Full-Time/Day Shift) to Providence Facey Medical Foundation in Mission Hills , CA

We are seeking a Senior Executive Assistant to Medical Staff Services who will perform advanced, diversified and highly confidential executive administrative support Facey Medical Group in California. Duties include the coordination of the Facey Medical Group Board meetings, local physician recruitment activities in conjunction with Providence Health & Services recruitment team and the oversight and coordination of the functions and activities of the FMG Executive Offices. Supports the Facey Medical Group Medical Director. Works independently under general instructions on a wide variety of special projects. Frequently uses initiative and independent judgment in exercising discretion with those coming in contact with the Executives of FMF/FMG. Readily adapts to the environment and the organizational culture. Positively supports the organization, the Board of Directors, the executive team, and fosters harmonious external and internal working relationships. Completes assignments within strict deadlines with a high degree of accuracy. Directs, plans and coordinates administrative functions.

In this position you will:

  • Deliver upon the service expectations of both our patients and fellow staff members by listening to their needs; engaging in positive interactions; and following through on promises made in a thoughtful, efficient, timely and courteous manner so that their total outcome is better than expected

  • Respect the dignity, confidentiality and privacy of patients

  • Work in a safe manner, adhering to general safety precautions and standards

  • Report any unsafe conditions to their supervisor and/or the safety hotline

  • Demonstrate Providence Health & Services core values of respect, justice, compassion, stewardship and excellence to board members, patients, physicians, staff, volunteers, vendors and visitors; and provides quality service in the performance of work assignments and duties

  • Compose correspondence, written materials, and financial summary information including research and composition, transcription of minutes from meetings, dictated material, etc. for the medical group

  • Provide executive administrative support to the Medical Group and Medical Director and others as assigned

  • Exercise discretion, confidentiality, diplomacy, and independent judgment when dealing with internal and external clients and confidential information for the Medical Group

  • Prepare various legal agreements as requested/required

  • Work as a liaison between all of the Ministry Executives across the California region

  • Collect information needed by the Medical Group for conferences, meetings and reports

  • Schedule appointments, reserves conference rooms, makes travel and lodging arrangements, answers telephone calls and takes messages, routes calls and maintains filing systems

  • Perform other duties, as assigned or requested for the Medical Group and Physician Executives of the medical group

  • Monitor the Medical Group Compliance Hotline and supports the Medical Group Compliance Officer as needed

  • Maintain a high level of confidentiality with respect to all issues and concerns surrounding the administrative offices and officers of the organizations

  • Exhibit courtesy, responsiveness, and a professional manner with all internal and external customers

  • Communicate effectively and is available in the office whenever necessary

  • Recognize priorities and manages them accordingly

  • Remain impartial and objective on all organizational and or /personnel issues

  • Listen and assist by directing individuals or issues to the appropriate executive, director or Department Chairperson

  • Maintain calendar for the President, Medical Director (FMG) and other FMG officers as appropriate

  • Coordinate Board Retreats for FMG, as appropriate

  • Oversee the scheduling of appointments and arranging of meetings and conferences

  • Oversee catering for scheduled meetings as well as other meetings, upon request

  • Work as an integral part of the executive team. Recognizes priorities and manages them accordingly

  • Assist with functions and responsibilities by Executives’ memberships in professional associations

  • Possibly be responsible for representation and participation in external functions

  • Provide executive administrative support for the executive offices and Board Members

  • Enter CVs into the database for tracking purposes, contacts candidates for President and coordinates interviews (FMG)

  • Coordinate the local medical group physician recruitment activities in conjunction with the Providence Health & Services recruitment team

  • Provide concierge services to support the interview and on-boarding process

  • Direct, plan and coordinate administrative support functions to ensure quality and quantity of work meets expectations and critical timelines:

  • Delegate responsibilities over administrative workflow, as appropriate

  • Work with Quality Management Department on survey development and compilation

  • Assist in developing and implementing short and long term work plans and objectives for clerical functions

  • Prioritize work activities, evaluating effectiveness and modifying activities as necessary, establishing deadlines for work assignments and completion.

  • Monitor work status and progress


Required qualifications for this position includes:

  • Bachelor's Degree in Healthcare or business administration

  • Five (5) years of experience supporting senior leaders or equivalent combination of experience and education

  • Ability to communicate/interface effectively both verbally and written at all levels with external and internal customers

  • Excellent customer service skills

  • Must have initiative and use proper judgment with minimal supervision

  • Must be a self-starter, detail-oriented and organized

  • Ability to prioritize and manage multiple projects

  • Excellent proficiency in Word and Excel, and type 80 wpm

  • Power Point highly desirable

Preferred qualifications for this position include:

  • Healthcare background

About the hospital you will serve.

Facey Medical Group is a multi-specialty medical group with over 160 physicians providing care to the growing population in the North & East regions of Los Angeles & Ventura Counties. Twelve medical clinics, including two urgent care centers and dedicated women's centers, are located across the San Fernando, Santa Clarita and Simi Valleys. The group began as a single medical practice over 90 years ago.

Facey is part of Providence, an integrated, not-for-profit network of hospitals, care centers, medical clinics, affiliated services and educational facilities across Alaska, California, New Mexico, Montana, Oregon, Texas and Washington.

We offer comprehensive, best-in-class benefits to our caregivers. For more information, visit

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Administrative (Non-Clinical)

Location: California-Mission Hills

Req ID: 293131